Back Office Executive Assistant

Key Responsibilities

1. Executive Support

• Manage the executive's calendar, appointments, meetings, and schedules.

• Coordinate internal and external meetings and ensure timely communication.

• Prepare meeting agendas, presentations, reports, and other documents.

• Maintain records of important discussions, decisions, and action points.

• Follow up with concerned team members to ensure timely completion of assigned tasks.

2. Communication & Coordination

• Handle emails, calls, and correspondence on behalf of senior management.

• Coordinate with internal departments, clients, vendors, and business partners.

• Draft professional emails, letters, notices, and other business communications.

• Ensure important information is communicated accurately and on time.

3. Meeting Management

• Schedule meetings and coordinate with participants.

• Prepare meeting rooms, documents, presentations, and supporting information.

• Take meeting notes/minutes and circulate action points.

• Track pending actions and provide regular updates to management.

4. Travel & Event Coordination

• Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.

• Coordinate business meetings, conferences, and corporate events.

• Maintain travel schedules and related documentation.

5. Documentation & Reporting

• Maintain confidential files, records, contracts, reports, and correspondence.

• Prepare MIS reports and management summaries as required.

• Organize and maintain both physical and digital documents.

• Ensure important documents are easily accessible and properly archived.

6. Follow-up & Task Management

• Monitor pending tasks and deadlines for senior management.

• Coordinate with different teams to obtain updates.

• Maintain trackers for ongoing projects and important business activities.

• Highlight delays, pending approvals, and critical matters to management.

Required Skills

• Excellent verbal and written communication skills.

• Strong organizational and time-management skills.

• Ability to multitask and prioritize work effectively.

• Good follow-up and coordination skills.

• Strong attention to detail.

• Ability to handle confidential and sensitive information.

• Professional and presentable personality.

• Ability to work independently with minimal supervision.

• Good problem-solving and decision-making abilities.

Technical Skills

• MS Word

• MS Excel

• MS PowerPoint

• Outlook / Email management

• Google Workspace / Google Meet

• Zoom / Microsoft Teams

• Calendar and scheduling tools

Qualifications

• Graduate in any discipline.

• 2–5 years of experience as an Executive Assistant, Personal Assistant, Management Coordinator, or similar role.

• It is a Full Time Back Office / Data Entry job for candidates with 2 - 3 years of experience.